santa clarita valley school food...

SANTA CLARITA VALLEY SCHOOL FOOD SERVICES AGENCY

25210 ANZA DRIVE, SANTA CLARITA, CA 91355

REGULAR MEETING OF THE BOARD OF DIRECTORS

AGENDA

November 15, 2011 9:00 A.M.

“Public records related to the public session agenda that are distributed to the Governing Board less than 72 hours before a regular meeting, may be inspected by the public at 25210 Anza Dr., Valencia, CA

91355, during regular business hours (8:00 a.m. to 4:30 p.m.).”

CALL TO ORDER: _______A. M.

MEMBER ROLL CALL:

Ms. Vicky Myers, President ___

Mr. Michael Clear, Clerk ___

Ms. Marcia Dains, Presiding Officer ___

Ms. Chris Hamlin, Member ___

STAFF PRESENT:

Mr. Pavel Matustik, CEO & Board Secretary ___

Ms. Susan Weiss, Director, Finance & Admin. ___

Ms. Jane Crawford, Director, Food Services ___

Ms. Laurie Kudroff, Administrative Assistant ___

Exhibit Approved

I. APPROVAL OF AGENDA C N S Sg

II. APPROVAL OF MINUTES

1. Minutes of the October 18, 2011, Regular Meeting A C N S Sg

III. HEARING SESSION

1. Advance Requests to Address the Board.

2. Cafeteria of the Month (Oct.): Newhall Elem.

3. Comments and/or Questions on Agenda Items.

IV. CONSENT CALENDAR (Unless a Board Member has questions

concerning a particular item and asks that it be withdrawn from the Consent Calendar, the Board of Directors approves all items at one time. The action taken by the Board in approving Consent items is set forth in the explanation of the individual items.)

C N S Sg

1. Removal of Items from Consent Calendar

2. B Warrants (Oct.) #11-12-05/C1 B

3. Personnel Action Report #11-12-05/C2 C

a) New Employees

b) Transfers

c) Status Change

d) Temporary Assignment

e) Leave of Absence

f) Resignation

g) Termination

IV. CONSENT CALENDAR (cont.)

4. Purchase Orders (Oct.) #11-12-05/C3 D

5. CEO’s Evaluation #11-12-05/C4 E

6. Items Removed from Consent Calendar

V. CONFERENCE CALENDAR (includes items to be discussed with

Board of Directors. Items that might require action by the Board will be agendized at a future meeting.)

1. Financial Report #11-12-05/CC1 F

2. Participation Report #11-12-05/CC2 G

3. 1st Interim Budget Workshop #11-12-05/CC3 H

4. Digital Menu Board Report #11-12-05/CC4 I

5. Newhall/Castaic Capital Facilities Corporation #11-12-05/CC5 J

VI. ACTION CALENDAR (Includes items to be voted on by the Board of

Directors.)

1. Direct Costs Distribution to Member Districts #11-12-05/A1 K C N S Sg

VII. CORRESPONDENCE & BOARD INFORMATION

1. Driftwood Dairy Prices (YTD) #11-12-05/IN1 L

2. LACOE Review Unaudited Actuals 10/11 SY #11-12-05/IN2 M

3. Kids Cooking Dates 2012 #11-12-05/IN3 N

4. Agency Report #11-12-05/IN4 O

VIII. BOARD ITEMS FOR NEXT MEETING (December 20, 2011)

1. First Interim Budget Report

2.

3.

IX. CLOSED SESSION

Adjourn to Closed Session _____A.M. C N S Sg 1. Public Employee Appointment

2. Public Employee: a. Leave of Absence b. Dismissal c. Discipline d. Evaluation e. Release

3. Advice from Legal Counsel

4. Information from Meet & Confer Session

X. RECONVENE TO OPEN SESSION

Reconvened _____A.M. C N S Sg

1. Report of Closed Session

XI. ADJOURNMENT

Meeting Adjourned _____A.M. C N S Sg

EXHIBIT: A 1 S:\Board\Minutes\Minutes 11-12\11 Oct.doc

SANTA CLARITA VALLEY SCHOOL FOOD SERVICES AGENCY REGULAR MEETING OF THE BOARD OF DIRECTORS

MINUTES

October 18, 2011 9:00 A.M.

Ms. Vicky Myers, President called the Regular meeting of the Board of Directors of the Santa Clarita Valley School Food Services Agency to order at 9:11 a.m. at the Santa Clarita Valley School Food Services Agency Office, 25210 Anza Drive, Valencia, CA 91355.

CALL TO ORDER

MEMBERS PRESENT: ROLL CALL Ms. Vicky Myers, (S) President Present Mr. Michael Clear, (N) Clerk Present Ms. Marcia Dains, (C) Presiding Officer Present Ms. Chris Hamlin, (Sg) Member Present

Mr. Jim Gibson, Alt. Member, Castaic USD Present STAFF PRESENT: Mr. Pavel Matustik, CAO & Board Secretary Present Ms. Susan Weiss, Director, Finance & Administration Present Ms. Jane Crawford, Director, Food Services Present Ms. Laurie Kudroff, Administrative Assistant Present

I. AGENDA

The motion was made by Mr. Clear, seconded by Ms. Dains and carried 4-0 to approve the Agenda.

Approval of Agenda M- 33 Ayes: 4

II. MINUTES 1. Ms. Hamlin made the motion; seconded by Mr. Clear, motion carried, to

approve the minutes of the Regular Meeting held on Sept. 20, 2011. Minutes Regular Meeting M- 34 Ayes: 4

III. HEARING SESSION

1. There was no advance request to address the Board. 2. Valencia Valley Elementary was recognized as Cafeteria of the Month

for September 2011. The team members are Karen Nosala (Site Team Leader), Rakhi Chowdhury (NA 2) & Kathleen DeBaun (NA 1) – ALL were present at the meeting. Mr. Ken Hintz, Principal, was also present. The team was recognized for their enthusiastic attitude and for the joyful atmosphere they create in their kitchen. Prior to October, this was a 2 person kitchen. Due to climbing sales with the re-introduction of the a la carte program, it became necessary to add another person (Kathleen).

3. There were no Comments or Questions on Agenda items.

IV. CONSENT CALENDAR

1. Ms. Dains made the motion, seconded by Mr. Clear, to approve all of the items on the Consent Calendar; motion carried.

2. B Warrants (Sept.) #11-12-04/C1

Consent Calendar M- 35 Ayes: 4


IV. CONSENT CALENDAR (cont.) 3. Personnel Action Report #11-12-04/C2 a) New Employees

b) Transfers c) Status Change

d) Temporary Assignment e) Leave of Absence

f) Resignation g) Terminated 4. Purchase Orders (Sept.) #11-12-04/C3 5. Agreement to furnish Food Services for the Santa Clarita Adult Day Health Care Center #11-12-04/C4 6. No items were removed from the Consent Calendar.

Consent Calendar (cont.)

V. CONFERENCE CALENDAR

1. Mr. Matustik reviewed the Financial Report for September 2011. 2. Ms. Crawford reviewed the Participation Report. It was noted that there

are approximately 320 fewer students than last year in the 4 districts. The overall participation for Sept. 2011 59.29% - up by 1.96% from last year. Lunch participation was 44.03% - last year it was 41.67%. The breakfast ADP for Sept. 2011 was 16.34% - 0.32% higher than last year. The average student spending per day increased from $0.121 to $0.142. The enrollment numbers were included in the report.

3. Mr. Matustik informed the Board that the contract for the Digital Menu

Board was signed and a demonstration was shown (monitor and sample design). The start date at Northlake Hills will be Nov. 1, 2011.

4. The Board discussed the Agency’s “healthy reserves” – as shown in the

2010/2011 SY Audit Report. Mr. Matustik proposed keeping the reserves at 20% with the excess being distributed among the member districts. Ms. Weiss informed the Board that she will send an e-mail requesting an invoice from each district.

Financial Report – Sept. ‘11

Participation Report–Sept. ‘11

Digital Menu Board JPA Financial Reserves

VI. ACTION CALENDAR

1. Mr. Clear made the motion, seconded by Ms. Dains, to approve the Resolution (#01-1112) authorizing the CEO to process routine budget revisions, adjustments and transfers; motion carried 4-0.

M – 36 Ayes: 4 Resolution #01-1112 LACOE Annual Delegation of Admin. Authority to Process Budget Revisions, Adj. & Transfers Approved

VII. CORRESPONDENCE AND BOARD INFORMATION

1. A copy of the Driftwood Dairy prices (Year-To-Date) was included for the Board.

2. The names of the NEW Official and Alternate Board members from

Castaic USD (Marcia Dains) & Saugus USD (Chris Hamlin) were included for the Board.

3. An invitation to the Agency/District IT Meeting on 11/17/11 was included

for the Board.

Driftwood Dairy Prices NEW Official & Alternate Board Mbrs. – Castaic USD & Saugus USD Agency/District IT Meeting Invitation 11/17/11


4. A copy of the Agency newsletter (Fall/Winter 2011) was included for the Board.

5. Mr. Matustik read the Agency Report. STAFF: It was reported that all of the NA 1 vacancies (there were 7 available slots) were filled. OPERATIONS: It was reported that the operation is running reasonably well and the Fall Break was a good time to catch up. OTHER CONCERNS: Mr. Matustik informed the Board that the eligibility verification process started. This year 120 approved families are being asked to provide verification documents. The Agency’s annual vendor show will be held Wed., Oct. 19 at the Central Kitchen. This year 16 vendors will be participating. The Kid’s Cooking 2012 registration forms were sent to the Principals. It was reported that the REVISED date for Castaic (Northlake Hills) will be Thurs., March 15, 2012 & Newhall SD (Stevenson Ranch) will participate on Fri., March 16, 2012.

Agency Newsletter Agency Report

VIII.

ITEMS FOR NEXT MEETING (November 15, 2011) 1. 1st Interim Budget Workshop 2. Digital Menu Board Report 3. Direct Costs for approval 4. Meet & Confer 11/12 Health Care 5. JPA Board Policies review date – Jan. 2012 6. CEO’s Evaluation

ITEMS FOR NEXT MEETING

IX. CLOSED SESSION Mr. Clear made the motion, seconded by Ms. Dains, motion carried, to adjourn the Regular meeting and go to a Closed Session.

CLOSED SESSION 10:09 A.M. M- 37 Ayes: 4

X. RECONVENE TO OPEN SESSION Ms. Hamlin made the motion; seconded by Mr. Clear, motion carried, to adjourn and reconvene to the Regular meeting. There was no report from the Closed Session.

RECONVENE TO OPEN SESSION 10:27 A.M. M- 38 Ayes: 4

XI. ADJOURNMENT Mr. Clear made the motion, seconded by Ms. Hamlin, and carried 4-0, to

adjourn the Regular meeting.

M-39 Ayes: 4 ADJOURN: 10:28 A.M.

Date November 15, 2011 ___________________________ Ms. Vicky Myers, President ___________________________ Mr. Michael Clear, Clerk

EXHIBIT: B S:\Board\Reports\2011-12\11 Nov\c1 Warrants Oct '11.doc

DATE: 11/15/11

TO: BOARD OF DIRECTORS

FROM: PAVEL N. MATUSTIK / SUSAN WEISS

RE: "B" WARRANTS – OCTOBER 2011

RECOMMENDATION #11-12-05/C1

It is recommended that the Board of Directors approve the following "B" warrants: OCTOBER 2011 19239197 – 19239201 19243385 – 19243386 19243388 19243390 – 19243392 19250831 – 19250836 19257366 – 19257410 19260463 – 19260464 19269218 – 19269230 19272205 – 19272206 19290908 – 19290919 19293369 – 19293372

TOTAL: $337,410.22

EXHIBIT: C

DATE: 11/15/11

TO: BOARD OF DIRECTORS FROM: PAVEL N. MATUSTIK / SUSAN WEISS RE: PERSONNEL ACTION REPORT


It is recommended that the Board of Directors approve the following personnel report:

NAME DESCRIPTION EFFECTIVE

NEW EMPLOYEES:

TRANSFERS: Donna Rowe NA1 Temp Mint 3.75 w/.75 to NA1 Sulphur Springs 3.75 10/31/11

STATUS CHANGE:

TEMPORARY ASSIGNMENT: Ismat Ara NA1 Sulphur Springs 3.50 to NA1 Sulphur Springs 3.50 w/.25 10/12/11 – 06/15/12

Jane Corsette NA2 Mint 4.50 to Temp STL1 Sulphur Springs 4.50 w/1.75 10/18/11 - TBD

Julie Diamond STL Mc Grath 6.75 to STL Mc Grath 6.75 w/.25 09/23/11 - TBD

Stefanie Johnson NA1 Santa Clarita 4.75 to NA1 Santa Clarita 4.75 w/.25 10/13/11 – 06/15/12

Jovita Lomeli NA2 Mc Grath 3.75 to NA2 Mc Grath 3.75 w/2.75 09/23/11 – TBD

Donna Rowe NA1 Sulphur Springs 3.75 to NA1 Mint 3.75 w/.75 10/18/11 - TBD

39 MONTH REHIRE LIST:

CORRECTION:

LEAVE OF ABSENCE: Susan Summers Site Team Leader 1 Sulphur Springs 6.25 10/21/11 – 11/15/11

RETIREMENT:

RESIGNATION: Rosa Flores NA1 Central Kitchen 8.00 11/15/11

Michelle Gastineau NA1 Old Orchard 3.75 w/.25 10/18/11

TERMINATED:

P. O. # VENDOR AMOUNT

30436 Staples 670.62

30437 DJ Co-Ops 425.00

30438 P & R Paper 1,737.14

30439 Carolyn Davenport 13.22

30440 Wm. Bolthouse Farms 1,134.00

30441 TAMA Trading 2,031.45

30442 Romero's Food Products, Inc. 292.04

30443 Allen Pkg. 734.62

30444 McCalla Towel 687.57

30445 A & R 2,589.91

30446 Gold Star Foods 14,548.97


30448 b* Gold Star Foods 794.75



30451 A & R 2,943.04




30455 b* Golden Crust 346.50

30456 United Truck 4,369.63

30457 P & R Paper 4,549.61

30458 Palma Lindsay 27.53

30459 Advanced Doors 125.00

30460 A & R 2,976.75


30462 Sysco 1,190.20

30463 Siro 271.18


30465 Paul Zamperin 8.51

DATE: 11/15/11 TO: BOARD OF DIRECTORS FROM: PAVEL N. MATUSTIK / SUSAN WEISS RE: PURCHASE ORDERS RECOMMENDATION #11-12-05/C3 It is recommended the Board of Directors approve the purchase orders for October 2011.

EXHIBIT: D c3 purchase orders Oct. '11


30466 A & R 4,187.07



30469 Rescue Rooter 451.00



30472 United Truck Center 1,045.12

30473 Mark's Mechanical 187.50

30474 Total Clean 276.80

30475 P & R Paper 5,362.89


30477 A & R 2,901.57

30478 DJ Co-Ops 350.00


30480 A & R 2,362.50



30483 Wm. Bolthouse Farms 1,134.00




30487 b* Golden Crust 445.50

30488 ASR 2,312.64

30489 DJ Co-Ops 425.00

30490 Swirl 3,395.00



30493 P & R Paper 4,440.13

30494 Merrilee Bingham 27.50

30495 Christine Glazier 34.90

30496 A & R 3,563.01






30502 A & R 2,479.64



30503 North Star Mechanical Services 952.15


30505 ASR 1,108.14



b* = bread

c* = commodities

TOTAL: $ 201,096.45


EXHIBIT: E S:\Board\Reports\2011-12\11 Nov\c4 CEO's Evaluation.doc

Date: 11/15/11


FROM: VICKY MYERS, BOARD PRESIDENT

RE: CEO’S EVALUATION


It is recommended that the Board of Directors approve the CEO’s evaluation as presented.

EXHIBIT: F S:\Board\Reports\2011-12\11 Nov\CC1 Financial Report (T).doc

DATE: 11/15/11



RE: FINANCIAL REPORT – OCTOBER 2011

FINANCIAL REPORT NO. 11-12-05/CC1

The Financial Report will be included in the electronic Board packet. Not all of the data is available at this time.

EXHIBIT: G K:\Board\Reports\2011-12\11 Nov\cc2 Participation Oct ’11.doc

DATE: 11/15/11 TO: BOARD OF DIRECTORS

FROM: PAVEL N. MATUSTIK / JANE CRAWFORD

RE: PARTICIPATION REPORT – OCTOBER 2011

REPORT NO. 11-12-05/CC2

October’s participation numbers are good and lunch ADP and a la carte spending are a little bit higher than last year. OVERALL PARTICIPATION

Overall participation for October ’11 was 62.72% - about 2.45% better than last year.

LUNCH PARTICIPATION

The October ‘11 figures are much higher than last year. This year we reached 47.40% in comparison to last year’s 44.62%. The ADP increased from 11,469 lunches per day to 12,080.

BREAKFAST PARTICIPATION The breakfast ADP for October 11’ was 14.42% - 1.90% lower than last year. We averaged 3,676 breakfasts per day.

STUDENT SALES The spending per student per day increased from $0.118 to $0.133.

EXHIBIT: H S:\Board\Reports\2011-12\11 Nov\CC3 1st Interim Budget Workshop (T).doc

Date: 11/15/11



RE: 1st INTERIM BUDGET WORKSHOP


The 1st Interim Budget will be distributed for discussion during the Board meeting.

EXHIBIT: I S:\Board\Reports\2011-12\11 Nov\CC4 Digital Menu Board Report.doc

DATE: 11/15/11


FROM: PAVEL N. MATUSTIK

RE: DIGITAL MENU BOARD REPORT

REPORT NO. 11-12-05/CC4 The Digital Menu Board report will be provided at the November 15th Board Meeting.

EXHIBIT: J S:\Board\Reports\2011-12\11 Nov\CC5 Newhall-Castaic Corporation.doc

Date: 11/15/11


FROM: PAVEL N. MATUSTIK / MICHAEL CLEAR

RE: NEWHALL/CASTAIC CAPITAL FACILITIES CORPORATION DISCUSSION


At the request of the Newhall School District, it is necessary for the Board to discuss the future of the facilities corporation and the costs associated with dissolving the entity.

EXHIBIT: K

ACTION: 11/15/11



RE: DIRECT COSTS DISTRIBUTION TO MEMBER DISTRICTS

RECOMMENDATION #11-12-05/A1

It is recommended that the Board of Directors approve a mid-year (2011/12) Direct Costs

Distribution of $700,000:

Castaic District: $ 76,020.00 (10.86%)

Newhall District: $ 199,920.00 (28.56%)

Saugus District: $ 227,080.00 (32.44%)

Sulphur Springs District: $ 196,980.00 (28.14%)

EXHIBIT: O S:\Board\Electronic packet\2011-12\11 Nov\IN 4 Agency Report.doc

DATE: 11/15/11


FROM: PAVEL N. MATUSTIK

RE: AGENCY REPORT

INFORMATION #11-12-05/IN4 STAFF

We have filled all of the NA1 and NA2 vacancies. OPERATIONS

As we are entering the “Holiday home run” stage, the operation is running well.

OTHER CONCERNS The eligibility verification process is almost finished and I should be able to give you the final report during our next meeting. The SCVSFSA’s 8th annual “School Food Vendor Show” was held on October 19, 2011, and it was the BEST year so far – we had over 200 visitors. The Health inspectors have been visiting the sites during the last month. Copies of the reports are provided to the schools and facilities. We appreciate the support and positive comments from the Principals. The next Meet and Confer is Fri., Nov. 18, 2011.

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